<img height="1" width="1" style="display:none;" alt="" src="https://dc.ads.linkedin.com/collect/?pid=64052&amp;fmt=gif">
Need help?

    IndustrySafe Support

    1-800-696-9110
    215-546-9110

    Monday-Friday
    9:00 AM-5:00 PM ET

    support@industrysafe.com

    Email Us

    Incidents Module

    Getting Started:

    If you are setting up a new site, you will need to add your facilities (locations) and employees or contractors to your IndustrySafe site before you can add an incident.  See the Quick Start Guide for more information on this set-up.

    If you are using the IndustrySafe Demo Site (or your site has been set up), follow these steps to Add an Incident:

    1. Go to the Incident module by selecting the Incident tab.
    2. On the horizontal menu select the green plus sign in the upper left to add a new Incident
    3. The New Incident form will appear
    4. Complete the appropriate fields, including the required fields
    5.  Identify which forms should be created.
    6. Select continue.
    7. If all required fields are complete and all data is in a valid format, the Choose Incident Form will appear
    8. Detailed Incident Investigation Information can be completed on the Incident Investigation Form.

    Notes:
    Did you know you can enter any type of incident in the IndustrySafe Software?   IndustrySafe Software is designed for near misses, employee injuries, non-employee injuries, OSHA recordables, environmental spills, and vehicle incidents.  The new incident form will cause the incident investigation form to be modified depending on the type of incident.

    Entering Data: 

    This guide describes the process for reporting an incident using the IndustrySafe Safety Management Software.  To download and view the guide, click the link below:

     Incident Reporting End User Guide

    Email Alerts: 

    The alerts listed below are associated with the incidents module.  Alerts may be configured by going to System Functions > Setup > Edit forms and selecting New Incident Form for the Recording Form and Email Alerts for the Section.  To receive most of these alerts, a user must have access to the facility where the incident occurred and have a user level where the appropriate email alert check box is selected.

    • New Incident Alert 1 – Sent to users associated with the facility where an incident occurred. To receive this alert, a user must have a user level where the “New Incident Alert 1” checkbox is selected.  This alert may be configured to only be sent when a particular incident type, worker type, section, location, severity, probability, and/or risk assessment is selected.  By default it is sent for all incidents and all worker types. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: Manager & Safety
    • New Incident Alert 2 – Sent to users associated with the facility where an incident occurred. To receive this alert, a user must have a user level where the “New Incident Alert 2” checkbox is selected. This alert may be configured to only be sent when a particular incident type, worker type, section, location, severity, probability, and/or risk assessment is selected. By default it is sent for all incidents and all worker types. TIMING: Immediate, DEFAULT STATUS: Disabled, DEFAULT USER LEVELS: N/A
    • New Incident Alert 3 – Sent to users associated with the facility where an incident occurred. To receive this alert, a user must have a user level where the “New Incident Alert 3” checkbox is selected. This alert may be configured to only be sent when a particular incident type, worker type, section, location, severity, probability, and/or risk assessment is selected.  By default it is sent for all incidents and all worker types. TIMING: Immediate, DEFAULT STATUS: Disabled, DEFAULT USER LEVELS: N/A
    • New Incident Alert 4 – Sent to users associated with the facility where an incident occurred. To receive this alert, a user must have a user level where the “New Incident Alert 4” checkbox is selected. This alert may be configured to only be sent when a particular incident type, worker type, section, location, severity, probability, and/or risk assessment is selected.  By default it is sent for all incidents and all worker types. TIMING: Immediate, DEFAULT STATUS: Disabled, DEFAULT USER LEVELS: N/A
    • New Incident Alert 5 – Sent to users associated with the facility where an incident occurred. To receive this alert, a user must have a user level where the “New Incident Alert 5” checkbox is selected. This alert may be configured to only be sent when a particular incident type, worker type, section, location, severity, probability, and/or risk assessment is selected.  By default it is sent for all incidents and all worker types. TIMING: Immediate, DEFAULT STATUS: Disabled, DEFAULT USER LEVELS: N/A
    • New Incident Alert 6 – Sent to users associated with the facility where an incident occurred. To receive this alert, a user must have a user level where the “New Incident Alert 6” checkbox is selected. This alert may be configured to only be sent when a particular incident type, worker type, section, location, severity, probability, and/or risk assessment is selected.  By default it is sent for all incidents and all worker types. TIMING: Immediate, DEFAULT STATUS: Disabled, DEFAULT USER LEVELS: N/A
    • New Incident Involved Employee Alert – Sent to the person identified as the involved employee on the New Incident Form when an incident is first added or when the involved employee is changed. This alert may be configured so that it is also sent out to the involved employee’s supervisor or HR supervisor, to the preparer of the incident form, or to the individual to whom the incident was reported.
    • New Incident Alert for Supervisors – Sent to the person identified as the supervisor on the incident investigation form when an incident investigation is first added or when the supervisor is changed. This alert can be configured so that it is also sent out to an incident’s involved employee, their HR supervisor, to the preparer of the incident form, or to the individual to whom the incident was reported.
    • Employee Injury Alert – Sent to users associated with the facility where an employee was injured in an incident. To receive this alert, a user must have a user level where the “Employee Injury Alert” checkbox is selected. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: Safety
    • OSHA Recordable Incident Alert – Sent to users associated with the facility where an OSHA recordable incident occurred. To receive this alert, a user must have a user level where the “OSHA Recordable Incident Alert” checkbox is selected. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: Safety
    • Incident Update Alert – Sent to users associated with the facility where an incident occurred when that incident is updated to include an employee injury, a recordable injury, a lost time injury, or a death. To receive this alert, a user must have a user level where the “Incident Update Alert” checkbox is selected. This alert is only sent if the update to the incident is at least one day after it was first entered in IndustrySafe. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: N/A
    • Incident Report In Progress Alert – Sent to designated users when the incident report status field is changed to “In progress.” To receive this alert, a user must have a user level where the “Incident Report In Progress Alert” checkbox is selected. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: N/A
    • Incident Report Ready for Approval Alert – Sent to designated users when the incident report status field is changed to “Ready for Approval”. To receive this alert, a user must have a user level where the “Incident Report Ready for Approval Alert” checkbox is selected. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: N/A
    • Incident Report Complete Alert – Sent to designated users when the incident report status field is changed to “Complete”. To receive this alert, a user must have a user level where the “Incident Report Complete” checkbox is selected. TIMING: Immediate, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: N/A
    • Open Incident Log – Incident Investigation – Sent to the employee identified as the preparer on the Incident Investigation form.  This alert includes a summary of all open Incident Investigation reports within the last 30 or 60 days. TIMING: Daily, Bi-Weekly, Weekly, Monthly, or Quarterly, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: N/A
    • Open Incident Summary Alert – Sent to designated users listing all open incidents at the facilities they have access to. To receive this alert, a user must have a user level where the “Open Incident Summary Alert” checkbox is selected. TIMING: Daily, Bi-Weekly, Weekly, Monthly, or Quarterly, DEFAULT STATUS: Enabled, DEFAULT USER LEVELS: N/A

    Modifying Email Alerts
    The word document attached below lists all automatic email alerts associated with the incidents module, their default settings, and what configuration options are allowed. To modify an email alert, follow the steps below.

    Go to System functions > Setup > Edit Forms
    Select the Incidents for the Recording Form and Email alerts for the Section.
    On this screen, you may enable or disable alerts, or change the timing of when alerts are sent.
    Select the Save button once you have made your changes.

    View the Incident Email Configuration here.

    Incidents Reports:

    IndustrySafe offers an array of Logs which are analysis grids. More information on the analysis grids listed below is available here: IndustrySafe Analysis Grid Quick Guide

    • Incidents Log
    • Employee Injury Log
    • Vehicle Incidents Log
    • Environmental Incidents Log
    • Security Incidents Log
    • Incidents Corrective Action Log
    • Non-Employee Injury Log

    IndustrySafe also offers the following within Incident Reporting:

    • Incidents by Month
    • Incidents by Type
    • Incidents by Division
    • Recordable Injury & Illness Rates
    • Three-Year Recordable Injury Rates
    • Near Miss &First Aid Rates
    • Lost & Restricted Work Incidents by Month
    • Incidents By Employee
    • Incidents By Supervisor

    Driver History Report

    Related Topics/Articles: 

    Generating DOT Vehicle Incident Logs

    49 CFR 390.15 requires that companies that operate a commercial motor vehicle fleet are required to keep an accident register for three years after the date of each incident.  The accident register includes the following:

    A list of accidents as defined at §390.5 of this chapter containing for each accident:

    • (i) Date of accident.
    • (ii) City or town, or most near, where the accident occurred and the State where the accident occurred.
    • (iii) Driver Name.
    • (iv) Number of injuries.
    • (v) Number of fatalities.
    • (vi) Whether hazardous materials, other than fuel spilled from the fuel tanks of motor vehicle involved in the accident, were released.

    Enabling the Fields to Generate the DOT Accident Log

    To Generate a DOT Log in IndustrySafe, ensure that the following fields are enabled:

    • Vehicle Involved Section: Did the vehicle incur disabling damage…
    • Vehicle Involved Section: Was hazardous material, other than fuel spilled…
    • Other Vehicle Involved Sub Form: Did the vehicle incur disabling damage…
    • Injury Section: Number of Fatalities
    • Injury Section: Number of people injured who immediately received medical…

    Vehicle Incident Grid Analysis for DOT Accident Log

    Then Filter the Vehicle Incident Log for all incidents where DOT Recordable = “Yes”

    The DOT Recordable Column on the Vehicle Incident Log is set to Yes for any incident where one of the following is true.

    • Vehicle Involved Section, “Disabling Damage” = Yes
    • Other Vehicle Involved Section, “Disabling Damage” = Yes
    • Injury Section, Number of Fatalities > 0
    • Injury Section, “Number of people injured who immediately received medical treatment away from the scene of the accident” > 0

    Configuring the Incident Module

    IndustrySafe allows users to configure the Incidents recording form and email alerts. For the recording form, users may change field labels, make fields required or optional, enable or disable fields, modify drop down menu options, and add new fields. For email alerts, users may modify distribution lists, enable or disable alerts, and change the timing of when alerts are sent.

    For more information on getting started with Incidents, please follow this link.

    Modifying Recording Forms and Fields
    The excel document attached below lists all available fields on the Incident recording form, their default settings, and what configuration options are allowed. To modify a recording form, follow the steps below.

    1. Go to System functions > Setup > Edit Forms
    2. Select Incidents for the Recording Form. 
    3. Select the Section you wish to modify.
    4. On this screen, you may change field labels, make fields required or optional, and enable or disable fields.
    5. Click on the Drop Down hyperlink next to any drop down field to modify the selection values.
    6. Select the Save button once you have made your changes.

    View the Incident Form Configuration here.